Even though I live in Israel, one of the most important tasks I do for one of my clients is event-planning for a monthly gathering she hosts. It’s an entrepreneur-oriented happening where people apply to present their ideas to a panel of experts. An audience of their peers and industry leaders come to watch and network before and after. Some of the key steps I take to plan and manage this event involve:

Venue

My client is lucky in that she has local corporate and collegiate sponsorship that provide her with a space to hold her events. Over the course of the month, I keep in touch with the support staff of the sponsor organization, arrange for refreshments to be ordered and paid for, create a customized guest list for the building’s security, and ensure everyone on site understands the seating and technical setup required.

Applications

Since starting, I have become the primary contact for all applicants to this event. Via email, I communicate on a daily basis with potential presenters about the application rules, I collect the documents required, and then I file them on a shared system called DropBox so my client can access them. When the decision has been made, I contact the winners and losers. Up until the day of the event, I remain the first contact, answering questions, updating their presentations, and ensuring that presenters are as well informed as possible.

Invitations and PR

My client uses Meetup.com as her primary event-planning tool. Each event is written up and posted there as soon as they are scheduled. Once a week for the month before the event, I sent an e-blast to our members with a reminder about the event with direct links to the RSVP page. On the week of the event, I send daily reminders. As it’s a popular meeting with limited space, we take no walk-ins, and it’s essential people RSVP beforehand.

I also create another brief listing with all the vital information that I post all over the internet in places where our demographic would surf. This includes Craig’s List, Crain’s NY Business, Bernardo’s List, and much more. Each of these listings is linked to the Meetup.com page, the only place RSVP’s are accepted.

Final Week and Event Day

The week of the event I communicate with the presenters, and I send reminders to the expert panel and the people who help set up. Finally, I double check the refreshments are being taken care of, and I send the venue and my client the final RSVP list.

That's it! Through email and phone, I'm able to plan events in New York City for my client, while I'm sitting here in Israel.

MORE ABOUT IRENE

Irene has over 10 years of experience in marketing and writing. An experienced editor, writer, and journalist, Irene founded the Contributing Relations department for the leading financial website, Seeking Alpha, where she served as a web editor and editorial liaison. Prior to moving to Israel, Irene worked as the Media Relations Manager for the Museum of Contemporary Art in Chicago. Irene received her Bachelor’s of Arts from the University of Chicago, and her Master’s of Fine Arts from Middlesex University London. She is also a graduate of the Tadmor Culinary School. Irene is originally from Chicago, and lived in London, Dublin, Paris, Moscow and Bangkok before settling in Tel Aviv.

I love working as a virtual assistant because of both the flexibility of the job and the variety of interesting tasks on hand. At one moment, I may be planning a huge venture capital event for a New York client, and in another, I may be blogging up a storm. And I can do all of this from my living room!

I moved to Israel because I wanted to live more authentically. Having studied at some of the world's best universities, having lived long-term in five+ countries, having worked in numerous high-profile professions, it's a matter of pride for me to help each one of my clients grow their businesses.

I really enjoy the fact that I interact with a lot of interesting people of varying professions who live all over the world.

MORE ABOUT IRENE

Irene is a published author and playwright with over 8 years of experience in marketing and public relations. She spent the past year founding and running the Contributor Relations department for the major financial blog Seeking Alpha. Irene obtained her Bachelors of Arts from the University of Chicago (where she was elected to Phi Beta Kappa) and her Masters of Fine Arts from Middlesex University.